1. Making the Most of Your Publisher Search Process: A Society Perspective
April 18, Andrea Kunz, Managing Editor Journal for ImmunoTherapy of Cancer

2. Outline Through this presentation, we will go over how to:
determine if there is a need to undergo a formal search process,
identify who needs to be involved in each stage,
develop a realistic timeline, and
plan for the society’s role in each stage of the search process.

3. Determine the Need
A few reasons why a society may choose to undergo a formal search process:
To launch a new journal
To make a change when a current contract ends
To gather intelligence on latest trends and advancements available in publishing

4. Parties Involved Society Representatives Journal Representatives
Consultant
Society
Publisher
Journal
Society Representatives
Committees, Leadership, Staff
Journal Representatives
Editors, Staff, Journal Users
Publisher Representatives
RFP Teams, Publishers
Consultants
Publishing Consultant, Attorney

5. Develop a Realistic Timeline
Give yourself plenty of time!
RFP and Proposal Review:
4-6 months
Finalist Selection & Approval:
2-3 months
Contract Negotiations: 2-3 months
Publisher Transition: 6 months minimum
Staying with current publisher: 8 to 12 months
Transitioning to new publisher: 14 to 18+ months
Transitioning to new publisher: 14 to 18+ months

6. Preparations for Publisher Search
RFP and Proposal Review
Preparations for Publisher Search
Needs Assessment and RFP Development
Evaluate key data from the journal
Survey/interview current and past representatives from the journal and society
Journal: Editors, Authors, Readers, and Managing Staff
Society: Leaders, Members, and Search Committee Representatives
Identify goals, “must-haves”, and areas where improvements are of greatest interest to the journal and society

7. Proposal Management Proposal Collection Proposal Review
RFP and Proposal Review
Proposal Management
Proposal Review
Society Review
Request More Information
Proposal Collection
Intent to Bid (~4-6 weeks*)
Formal Proposal (~8-10 weeks*)
*From the time the RFP is initially extended to the publisher

8. RFP and Proposal Review
Proposal Management
Schedule Calls with Search Committee Early
Set calls to review proposals and select finalists with the search committee months in advance.
If society leadership approvals are needed along the way, be sure to take their call schedules into consideration when setting committee calls.
Send regular reminders and updates throughout process.
Use a Rubric
Often developed in conjunction with RFP development
Ensures committees are evaluating each publisher with the same mindset as to which questions/concerns are of greatest priority

9. Evaluation of Finalists
Finalist Selection & Approval
Evaluation of Finalists
In-person at a society meeting or elsewhere
Allow 1.5 hours per publisher with plenty of time between each publisher
Publisher Presentations
Schedule calls with two societies publishing with the top two candidates
Ask the same questions of each society
Reference Checks

10. Contract Considerations
Contract Negotiations
Contract Considerations
RFP
Proposal
In-Person Presentation Takeaways
Legal Team
Previous Contract(s)

11. Publisher Transition
Transitioning
Facilitate the relationship between publishers while transitioning.
Prepare journal editors and society leadership for the transition.
Note that subscription-based journal transitions tend to take longer than open access journal transitions – pad your timeline!

12. Summary Determine if and when a publisher search is necessary
Identify the key parties involved in the process – from the society, journal, publishers, and consultant
Develop a timeline that takes into consideration the schedules of the many parties involved throughout the process and send regular reminders/updates
Remember: Everyone wants to see the journal succeed!